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| Department of Physics
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4129 Frederick Reines Hall University of California, Irvine Irvine, CA 92697-4575 telephone: 949.824.6911 fax: 949.824.2174 email: laraa@uci.edu This handbook was created to assist Administrative Staff with the daily tasks that need to be handled within the Department of Physics and Astronomy. Links are provided so users can be routed directly to various UCI departments and external agencies, and text has been added to provide users with some background information that could be helpful. If you see any information that is incorrect, outdated, or unclear, please do not hesitate to contact Alison Lara (laraa@uci.edu) so that changes can be made as quickly as possible. It is our attempt to maintain and update this handbook regularly so it provides the most current information! updated 7.17.2008 Table of Contents UC Campus Information Academic Personnel Reviews Academic Review Overview & Forms Catering/Refreshments Catering Procedures Conference Scheduling Conference Checklist Seminar/Colloquia Audio-Visual Equipment Request Form Correspondence Department Letterhead Memo Equipment Loan LCD Projector, Overhead Projector, Departmental Laptop Computer Equipment Removal Equipment Removal Procedures Inventory Modification Request (EIMR) Faculty and Staff Photos Faculty Teaching Assignments Faculty Teaching Assignment Overview & Availability Faculty Absences / Sabbaticals Fax Fax Coversheet & Instructions Financial/Information Forms, Physics File Server Forms and Shared Informational Documents Grade Posting Housing Short Term & Long Term Housing (new faculty, researchers, visitors) Library Usage US Mail, Express Mail, Key Services Federal Express / DHL U.S. Mail U.S. Mail Budget Codes U.S. Mail - Forwarding U.S. Postal Service Express Mail UPS Separated Personnel Office Equipment / Software Instructions Office Space and Assignments Office Supply Orders / Purchasing Procedures & Budget Information Reimbursement for Materials & Supplies Personal Data Changes Photocopies: Departmental / Instructional / Grant Based Departmental Copier & School of Physical Sciences Copy Center Proposal Preparation Guidelines Administrative Approval Form Granting Agency Website Information Proposal Budget Pages Proposal Signatures Proposal Copies Proposal Submission NSF Proposals - After Submission grants.gov NIH Proposals (added 3-10-2006) Refreshments Scanning Departmental Seminars & Colloquia Telephone Services Textbooks Textbooks - Complimenatry Desk Copy Orders
Timesheets
Information/Documentation Policies / Receipts Travel Voucher Form(s) Department Fund Reimbursements Grant-Funded Reimbursements Personal Car / Mileage Reimbursement Travel Insurance Instructions UCI Accounting and Fiscal Services Travel Website UCI Discounted Rates - Hotel and Rental Car UC Identification Card University Club / Visitor Meal Reimbursement University Club / Visitor Meal Information Visitor/Guest Information Maps, Driving Directions, & Parking Wireless Internet Registration/Access (temporary) Workstudy Support Overview & Schedule Information Bookmark Suggestions Administrative Policies and Procedures Administrative Services Staff Other Helpful Websites Academic Review Faculty Teaching Assignments Housing Resources Library Resources Proposal Preparation - Granting Agency Websites Science/Physics/Journal Websites ....................................................................................................................................................................................................................................................... UC Campus Information The following are the websites for all UC Campuses. It can be helpful to have these sites bookmarked for easy access.
 ....................................................................................................................................................................................................................................................... Academic Merit/Promotion Cases It is important to become familiar with the Academic Review Cycle and the necessary forms that will need to be completed by the Administrative Assistant for an Academic Merit Review. Betsy Davis, Department Personnel Manager, processes Academic Merits / Reviews. The Physics and Astronomy Academic Review Cycle sheet provides a timeline showing all of the necessary steps that need to be taken to process an Academic Review, and it can be found on the Physics File Server in the Shared Documents / Faculty Merit/Promotion folder. The Academic Personnel website contains information that can facilitate the Academic Review process, but if you have any questions regarding the departmental process, contact Betsy Davis. Other Acdemic Personnel forms can be found on the UCI Acadeimc Academic Personnel website. You will find a listing (alphabetical or numerical) of all of the forms necessary for all Academic Personnel Procedures. Note: It is helpful to become familiar with the information on the Addendum to Biography Form, UCI-AP-10 (used for the Academic Review/Merit). This will facilitate the Academic Merit Review process because you will have an accurate accounting of what the faculty member has accomplished during the Review period (the Review period can span many years). Electronic versions of previous merit/promotion packets are saved on the Physics File Server. Copies of previous Faculty Merit / Promotion files can be found on the Physics File Server: Shared
Documents / Faculty Merit/Promotions
Teaching history will need to be added to the appropriate form. This information can be found at: http://websoc.reg.uci.edu/perl/WebSoc
Freshman Seminar teaching history can be found on the Physics File Server: Shared Documents / Faculty Teaching Assignments / Freshman Seminar Assig Teaching evaluation summaries and comments will also need to be gathered. They can be found on the Physics File Server: Shared Documents / Faculty Teaching
Evaluations
....................................................................................................................................................................................................................................................... Catering/Refreshments An AA will need to make catering arrangements for seminars, meetings, conferences, visitors, etc. Detailed information on campus catering options can be found on the UCI Food Services website. It is important to remember to have the correct Account/Fund information before you proceed with any catering/refreshment arrangements. The faculty member/host should be able to provide the appropriate budget information. However, it is VERY IMPORTANT that you verify all information regarding any catering arrangements with the Financial Analyst in the Physical Sciences Dean's Office that is assigned to the faculty member/host BEFORE making any arrangements. There are very specific guidelines regarding food/refreshment expenses that must be adhered to, and the Financial Analyst will be able to assist you. A website that is very helpful and contains UCI Policies and Guidelines regarding Food Services is UCI Food Service Guidelines. ....................................................................................................................................................................................................................................................... Conference Scheduling There are many steps involved in scheduling a conference or meeting. The Financial Analyst in the Physical Sciences Dean's Office who is assigned to faculty member/host of the conference plays an integral role in conference coordination. IT IS VERY IMPORTANT FOR THE FACULTY MEMBER TO MEET WITH THEIR DEAN'S OFFICE ANALYST BEFORE A CONFERENCE IS ORGANIZED. The financial analyst will review the funds the faculty member wants to use for the event, to be sure money has been allocated by the granting agency to cover all of the expenses. Also, because it is the responsibility of the Financial Analyst to be sure that all vendors (hotel, caterer, etc.) receive their initial deposits and their final payments in a timely manner, it is important be sure the analyst is aware of the conference details to be sure all of necessary budget forms and vendor contracts are prepared. It can take up to 10 days for checks to be processed for vendors, so it is important to submit catering, lodging, or any other vendor information to the Financial Analyst as soon as you receive it. It is also important to let the vendors know about the approximate timing of check preparation so they are not expecting payment sooner than it can be processed. Faculty Members, Researchers, and Administrative Assistants are NOT allowed to sign contracts or agreements for the university. All contracts and agreements must be forwarded to the Financial Analyst in the Dean's Office for approval and signature (in many cases, the agreements need to also be approved by Risk Management, and the Financial Analyst will take care of this step if it is necessary). As soon as you know there is going to be a conference/meeting hosted by one of your faculty members, you can use a Conference Checklist (found on the Physics File Server in the Forms folder) to start a Conference File to organize your paperwork into the following categories (if applicable).
A spreadsheet or database program is a useful method of monitoring the status of the conference information. You can then use the information in the spreadsheet to merge name badges, sign-in sheets, envelopes for Travel Expense Voucher packets, etc. A Budget Worksheet is helpful in ensuring that conference expenditures remain within the budgeted amount. To check availability and/or reserve of FRH 2111 (priority is given to seminars and guests), FRH 4135 (must be approved by Department Chair), 2140 FRH, RH 390, Natural Sciences 1 Rm. 1114, or Natural Sciences II Rm. 1201, you can check with the front desk AA. Participant / Registration Fees: Registration fees may be collected before the conference, or on the day of the conference at the time of registration. All fees must be paid with a check or cash - checks must be made to: UC Regents After all registration fees are collected, checks must be photocopied, payment must be entered in the participant spreadsheet, and the checks must be delivered immediately to the Financial Analyst in the Dean's Office for deposit into the correct account in the Central Cashier's Office. ....................................................................................................................................................................................................................................................... Correspondence There are two forms used for correspondence, and both can be found on the Physics File Server n the Forms folder:
Equipment EQUIPMENT PURCHASE / FABRICATION ............................................................................................... UCI inventories equipment items valued at $5,000 or more. Equipment orders that are being purchased with grant funding should be shown as a line item on the grant proposal budget and should be made no later than 120 days (~4 months) before the grant end date. If equipment is being ordered on start-up funds or an unrestricted account, the line item listing and time line requirements are not applicable. Once a piece of equipment is received, the UCI Equipment Management Office issues a property tag with the associated property number. This tag is to be placed on the equipment immediately. The University manages the equipment inventory with this information. If the equipment needs repair, you will need the property number to return it to the vendor. All repairs/returns must go through the School's Purchasing Office to have insurance coverage for lost or damaged items. If a piece of equipment is going to be fabricated, it is important that the Financial Analyst in the Dean's Office is contacted. The Analyst will obtain a property number for the "completed piece" of equipment. The orders for the materials would then be classified as equipment and would be exempt from overhead on Contract and Grant Funds. EQUIPMENT LOANS - Departmental Seminars / Colloquium ............................................................................................... When a faculty member requests departmental equipment (LCD Projector, Overhead Projector, Departmental Laptop Computer), a request must be made to the Physics Front Desk Administrative Assistant. The departmental equipment is to be used ONLY for seminars and colloqiua. An AA can request the equipment, or a faculty member can go directly to the Front Desk AA. EQUIPMENT LOANS - Personal ............................................................................................... If a faculty member is borrowing a piece of equipment to be used for working at home, it is necessary to complete a University Loan Agreement and submit it to the Financial Analyst in the Dean's Office. The University requires this form for inventory tracking and insurance purposes. In case of a loss, the University would first try to collect from a homeowner's insurance policy, and then from the University's ALL RISK property loss program. When the equipment is returned to the University, please inform the Department Office and/or or the Dean' Office analyst. Classroom Instructional Equipment (LCD Projector / Overhead Projector, etc.) ............................................................................................... If a faculty member needs equipment for a course he/she is teaching, the equipment order must be placed through the UCI Instructional Resource Center (IRC). If the course is a regular class scheduled through the UCI Registrar's Office, there is no charge for the drop-off, set-up, or pick-up of equipment. Attach a printout of the class schedule from the Registrar's Schedule of Classes to the fax - this is verification that the course is a regular class scheduled through the Registrar's Office, and it will prevent any charges to the department. ....................................................................................................................................................................................................................................................... Equipment Removal When furniture or equipment needs to be removed from an office to go to salvage and Equipment Inventory Modification Request (EIMR) form needs to be completed by Karen McIntyre-Brown or the Front Desk AA. It is important to follow this procedure, even for the smallest piece of equipment for inventory purposes, as Karen McIntyre-Brosn (along with the Front Desk AA) are responsible for the space allocation and maintenance for the department. The assigned custodial account number can be found on-line in the Equpment Management System using the Query function. This function has limited accessibility to EQS on-line users only, so please contact Karen McIntyre-Brown to obtain this information. The following information will be needed in order to proceed with equipment/furniture removal:
....................................................................................................................................................................................................................................................... Department Faculty & Staff Display Photos Department photos are displayed outside of the Physics Administrative Office, 4129 Frederick Reines Hall. Faculty, visiting lecturers, graduate students, and staff need to see Front Desk AA for assistance with department photos.
....................................................................................................................................................................................................................................................... Questions about your @uci.edu email account should be directed to tograham@uci.edu. If you cannot use email, please call 949.824.7639, and your request will be handled immediately.
....................................................................................................................................................................................................................................................... Faculty Teaching Assignments Faculty Teaching Assignments for the current year and previous years can be located on the Physics File Server in the Shared Documents / Faculty Teaching Assignments Folder. Variations of this information can also be located through two different websites:
................................................................................................................................................................................................................................................ Fax The Physics and Astronomy Fax Machine is located in the Main Physics Office on the 4th Floor, Room 4129. Fax Coversheets can be found on the Physics File Server in the Forms folder, and hard copies are also kept in the paper tray next to the fax machine. It is important to be sure that all of the fields on the Fax Coversheet are completed to ensure the appropriate party receives the fax. Directions for International Faxing are located on the wall directly behind the fax machine. After the fax has been sent, the printed Fax Confirmation Sheet should be placed paper tray next to the fax machine. If you have any questions regarding a fax, contact Physics Front Office Administrative Assistant in the Main Physics Office. ....................................................................................................................................................................................................................................................... Faculty Financial/Budget Information Each faculty member is assigned a Financial Analyst in the Physical Sciences Deans Office. Administrative Assistants are regularly provided with a current listing of the Financial Analyst assignments. The Financial Analyst Listing is also available in the Shared Documents / Accounts/Budget Codes Folder on the Physics File Server. An Account/fund numbering system is used by the University to track financial data. An account number is a 6 digit number and is followed by a 5 digit fund number. These numbers are needed when you are using services within the University, but outside Physical Sciences (e.g. UCI Bookstore). Budget Code - this is a unique 3 or 4 digit number assigned to a funding source for simplification within the School of Physical Sciences. Budget codes are assigned by your Contract and Grant Analyst in the Dean' Office for your research accounts. If you are asked to use funding to purchase a product or service that is not managed by a Contract and Grant Analyst (i.e. general departmental / instructional purposes), please contact the Department Administrator for more information. It is important to verify all budget information with the Financial Analyst assigned to the faculty member before proceeding with any task that requires a Budget Code-Account/Fund number. This is very important because there may be instances when an expense cannot be charged to a particular grant due to the Granting Agency's requirements. All faculty funding (Account/Budget Codes) can be found online through the Physical Sciences Database. http://db.ps.uci.edu/ PROCESS:
Go to http://db.ps.uci.edu/ :: Select: Budget Code :: Select: View :: Select: Preset Queries :: Select: Current Extramural Awards Use
drop-down menu to select faculty member
.................................................................................................................................................................................................................................................... Forms (all forms in this handbook can be found online, or on the Physics File Server) Physics File Server (128.200.81.23) (dirac.ps.uci.edu) There are many useful documents and forms in various folders on the Physics File Server, and it can be very helpful to become familiar with these documents and forms. You can view the items in the File Server by opening the Physics File Server icon on your desktop. When you are using a file from the Physics File Server, it is important to drag the file to your desktop to create a copy BEFORE you begin working on a form so you do not make changes to the original file. If there is a particular document or form you cannot find on the Physics File Server, or if you believe a certain document or form would be a useful addition to the Physics File Server, contact Alison Lara (laraa@uci.edu) in the Physics Office. Some of the items you will find in the folders on the File Server include: FORMS FOLDER Conference Checklist Envelopes Departmental Memorandum Form Fax Cover Sheet Visitor Checklist Department Directory ...................................................................................................................................................................................................................................................... Housing (Faculty / Visitor) It may be necessary to assist a new faculty member, visiting professor, or researcher with locating permanent or temporary housing. Before proceeding with assisting anyone with housing needs, it is important to verify any information provided to you by the visitor with the faculty member/host. Once you have verification from the faculty member regarding the visitor, it is important to provide the visitor requesting housing information with the resources listed below; sometimes it takes many weeks to find proper housing. The UCI Faculty & Staff Housing Office can provide you with packets that can be mailed to prospective visitors, faculty members, researchers, etc. A phone call or to the Faculty Housing Office is all that is necessary to receive the packets. Note: It is very important to contact Terri Graham as soon as you receive information regarding a visitor so that all proper employment paperwork can be coordinated for appointments, visa's, payroll, etc. Housing Resources: Humanities Research Institute (14 units on campus) ....................................................................................................................................................................................................................................................... Library You must present your UCI photo identification card at the Library in order to be activated into the Library system. For more details, please visit: Departmental Recharges * You will have to be on a pre-authorized list to be able to use UCI account numbers. (Karen McIntyre-Brown provides the Copy Services Manager with staff information upon request). * A departmental recharge form will be filled out at the time of purchase. The Dean's Office Analyst (if copies are charged to a grant) or Karen McIntyre Brown (if copies are charged to the department) will receive a copy of this form. ....................................................................................................................................................................................................................................................... Mail Distribution and Key Services The Front Desk AA provides all Mail and Building/Lab Keys services. If the Front Desk AA is not available, Karen McIntyre-Brown can also be of assistance. a Key Request Form must be completed. There is a 24-hour turnaround period to obtain keys from inventory after completing the key request form. If keys need to be ordered from the Campus Key Shop, the turnaround time is 3-5 days. Once the key(s) are in, The Front Desk AA will notify the requester. There is a $10.00 fee ($5.00 processing and $5.00 deposit) for all requesters EXCEPT for faculty members. Upon returning the key(s), the requester will be refunded their $5.00 deposit. If keys for offices or labs are needed for more than a couple of students, researchers, post docs, etc., the Front Desk AA will need a seven day advanced notice to place the larger order through the Lock Shop. Separated Personnel When an employee, student, or visitor is no longer on campus, the Front Desk AA maintains their mailbox for approximately 30 days after their departure - then the mail slot is given to a new employee, student, or visitor. When personnel you support leave the campus, check their mail slot regularly so mail can be forwarded to their new location. ....................................................................................................................................................................................................................................................... Grade Posting The Educational and Privacy Rights Act of 1974 prohibits instructors to post grades in a way which the student can be identified by others. Examples of this are use of alphabetical listing and/or Social Security number or student I.D. number. Grades are generally posted on the Electronic Educational Environment web site, using the Instructor's Toolbox, at http://eee.uci.edu. For more assistance, the faculty member can contact the Graduate Affairs Officer or the Undergraduate Affairs Officer. .......................................................................................................................................................................................................................................................
Each
faculty member is assigned budget codes for US mail (for
research and non-research based mail). The list is kept on the
Physics File Server in Shared Documents / Accounts/Budget Codes / Mail-Codes.pdf As new faculty members arrive, or as current faculty members
receive new grants, new budget codes are allocated through the UCI Document
and Distribution
Management Office via an online system. This is handled by
the Administrative Assistant in the main Physics Office.
U.S. Mail The mail is collected once per day between 1:00 pm - 3:00 pm. There are two mail bags suspended from the wall in the mailroom. :: The red bag is for regular U.S. Postal Mail :: The green bag is for mail to be delivered within the campus, such as to another department NOTE: Faculty and staff should not use the mail room bags for personal mail or packages. If you hand-deliver the Express Mail to the clerk in Physical Sciences Stores in the basement of Frederick Reines Hall before 2:00 p.m., there is no extra charge because UPS and Federal Express pick up packages there daily. There is also a Federal Express drop box directly in front of the US Post Office in the University Town Center on Campus Drive - the last pickup is at 5:00 p.m. with no pick-up on weekends. If a Campus Federal Express or UPS deadline is missed you can go to the following websites for drop-off locations and hours: Federal Express UPS US Post Office DHL To send multiple items (i.e. Conference/Workshop announcements and posters) using regular U.S. Mail, it is important that the postage be charged to the correct Grant Account/Fund. Each faculty member has two 6-digit US Mail accounts assigned to them - one for research-related mail, and one for general/departmental mail. Each account will begin with 4575 or 4576 (the department "ZOT code") followed by a 2 digit mail code (example: 4575-01, 4575-02, etc.). The current listing of the active mail budget codes for faculty can be found on the Physics File Server in the Shared Documents / Analysts/Budget/Acctng/Mail Codes folder. The appropriate account number should be written or typed in directly above below the return address on the envelope, or in the Mail Billing Number section of the UCI Mailing Label. If the mail is general departmental mail that is not to be charged to a particular faculty member, the account is 4575-00. Personal mail should have postage stamps affixed and do not require a zot code or mail code. The following is general information regarding mail processing from the UCI Distribution & Document Management Department (DDM/mail services): For outgoing USPS mail a correctly addressed envelope should be block-style, flush left, all capital letters, have all pertinent delivery information, and the only punctuation is the dash between the zip code and the zip+4 number. The address should be 5/8" from the bottom of the envelope and 1/2" from the sides. Example: MICKEY MOUSE Return address must include your department name, example given: UNIVERSITY OF CALIFORNIA, IRVINEFor intercampus mail: Name of RecipientBulk Mailings: UCI DDM/mail services will seal all standard #10 envelopes; securely bundle the mail together along with a note detailing the billing number to be used for that bunch. Forwarding Mail: When someone leaves the department, a mailbox is retained and mail is forwarded for 30 days. The Administrative Assistant will check the mailbox(es) and forward the mail for the appropriate amount of time. ....................................................................................................................................................................................................................................................... Federal Express / DHL Distribution and Document Management has developed a system that allows comparative price shopping between FedEx and DHL called e-Ship. Features of the e-Ship system include ground service as a DHL service option and supplies for DHL and FedEx shipments at no charge. All shipping costs must be charged to the appropriate Account/Fund. The faculty member will be able to provide you with that information. However, it is important to verify all Account/Fund information with the Financial Analyst in the Physical Sciences Dean's Office that is assigned to the faculty member. You can find this information on the Physics File Server in: Shared Documents /
Analysts/Budget/Acctng/Mail Codes
SPECIAL NOTES: DHL: If you are using DHL, you MUST CALL FOR A PICKUP, otherwise the package will remain in PS Stores indefinitely. Customer
Service
1-800-CALL-DHL (1-800-225-5345) For more information on DHL, click here UCI Account Number: 799099908 FEDERAL EXPRESS INTERNATIONAL: When preparing international packages and you want to use FEDERAL EXPRESS, LEAVE the STATE / PROVINCE information BLANK. This will allow you to view rates for FedEx and DHL, for all types of service (i.e. Intl Express/Priority, Intl First, Intl Economy). If you attempt to fill in the State/Province information, the system may default to DHL, without providing any FedEx options. Getting Started with eShip:
As a courtesy to the faculty member, you can log on to the eShip online system the following day, and track the package to verify it was received.
U.S. Postal Service Express Mail The packaging and labels for the U.S. Postal Service Express Mail service are kept in the mailroom in the Main Physics Office. There is a Global Priority Mail Service available through the US Post Office, with affordable flat rates available. There is no guarantee for delivery of international packages sent using this service, but there is Return Receipt Service available in some countries. For more details, go to: It is important to be sure that you have the correct Account/Fund Number on the Mailing Label so that the correct funding source is charged. The faculty member will be able to provide you with that information. It is important to verify all Account/Fund information with the Financial Analyst in the Physical Sciences Dean's Office that is assigned to the faculty member before submitting the information to Karen McIntyre-Brown for payment. ....................................................................................................................................................................................................................................................... UPS UPS Shipping is processed through Physical Sciences Stores (FRH basement). To send a package via UPS, you will need to provide your own packaging (box, envelope, etc.) If the package is in the FRH Basement / Stores area by 2:30 p.m., the package will be shipped the same day. If not, it will be shipped the following day at 2:30 p.m. It is important to be sure that you place the correct Account/Fund Number on the label so that the correct funding source is charged. The faculty member will be able to provide you with that information. However, it is important to verify all Account/Fund information with the Financial Analyst in the Physical Sciences Dean's Office that is assigned to the faculty member before submitting the information to Karen McIntyre-Brown for payment. For outgoing UPS mail, the following information will need to be provided: Ship To Address: NAMEReturn address must include your department name, example given: UNIVERSITY OF CALIFORNIA, IRVINEACCOUNT/FUND NUMBER (Very important to verify correct Account/Fund Number with Financial Analyst in Physical Sciences Dean's Office). ....................................................................................................................................................................................................................................................... Office Equipment / Software Instructions Instructions for the operation of general office equipment grantand for special software programs can be found on the Physics File Sever in the Office Equipment/Software Instructions folder. ....................................................................................................................................................................................................................................................... Office Supply Orders / Purchasing Office supply orders (for staff) are placed with Physics Front Office Administrative Assistant in the Main Office, preferably via an e-mail request. The office supply catalogs are kept at the front desk in the Physics Office. The supplies in the supply closes are meant for general office and/or instructional purposes only. If a faculty member requests supplies, it is important to verify if the supplies are going to be used for general teaching/classroom preparation purposes, or if they are going to be used in conjunction with any type of grant-funded research, so that the supplies can be charged either to the General Physics Account/Fund number or to a specific Grant Account/Fund number. If the supplies are going to be used for any research in connection with a grant, it is important to verify all Account/Fund information with the Financial Analyst in the Physical Sciences Dean's Office before placing the supply order. There may be instances where office supplies cannot be charged to a particular grant and the faculty member may not be aware of the specific guidelines of the grant. If supplies are being ordered using grant funds, a small statement regarding the purpose of the supplies from the faculty member may be necessary to process the order. Check with the Financial Analyst in the Physical Sciences Dean's Office. To download a Purchase Order Request Form from the Physical Sciences website, go to: The Purchase Order Request Form is also used for the purchase of computers, equipment, and furniture. Once the order has been placed, a green copy of the Purchase Order Requisition will be returned that will have final prices and the purchase order number at the top. Keep this for your records and follow-up questions. When your order is received, please check it right away, making sure that everything is correct. Return the packing slip promptly to Purchasing, as this is the only way that they know it has been received and can process the invoice for payment. Also, packing slips are filed in case of repairs or returns that are needed at a later date. There is a box right inside the door for the packing slips. If your order came in wrong or if the equipment doesn't work, please notify Purchasing immediately, so they can stop payment on the invoice and start the process to return the order. Tanks of liquid nitrogen and liquid helium can also be ordered from Purchasing - please check with the Financial Analyst in the Dean's Office for more details. Supplies / Materials Reimbursement Reimbursement of expenditures is limited to items approved for purchase with University Funds. There is no reimbursement for refreshments, entertainment, equipment, furniture, conference fees, or travel. Please follow the following guidelines if you wish to make a purchase that will require reimbursement: 1) Obtain approval with Dean's Office Financial Analyst for Faculty. Staff purchases need to be approved by Departmental Manager or Analyst. 2) Verify budget code or account/fund to be charged. 3) Obtain the ORIGINAL sales receipt with the following data: a) date of purchase or payment4) Provide explanation or purpose e.g. how the items benefit the research project. 5) PRE-APPROVAL is required from your Department Administrator if you are Purchasing something that will be charged to departmental funds. Please obtain signature approval prior to bringing your request. Funds will be automatically deposited into your bank account. Supplies and services should be ordered through the Physical Sciences Purchasing Office - please remember thgat this process is only used for emergencies.
Office Space and Assignments Following the Chair' instructions, office assignments are handled by Karen McIntyre-Brown (kmbrown@uci.edu), ext. 4-2159. Due to the shortage of space, many offices must be shared.
Personal Data Changes Please notify Terri Graham (tograham@uci.edu), ext. 4-7639, if you have a change in residence, phone number, name, etc. Graduate Students should notify Monica Ugwu (mugwu@uci.edu), Julie Aird (jaird@uci.edu), or Jay Cee Chu (jhchu@uci.edu) along with the Registrar' Office.
Photocopies: Departmental / Instructional / Grant Based Photocopies can be made in the Physics Office on the 4th floor or in the Physics Copy Center in the basement of FRH. The Department Copy Machine is meant for jobs no larger than 35 copies. When using the Physical Scienes Copy Center, an account needs to be created using your UCINetID and password. The PS Copy Center Representative can assist you with the account set-up. You will need to use this account/password each time you use a copier in the Copy Center. Each time you use the copier, you will need to enter a 3 digit copy code (the budget code that pertains to the particular grant the copies are being charged to, or the Physics Department Code (if the copies are for general purposes - office work, exams, coursework, etc.) The faculty member should be able to provide you with a copy code if the copies are being made for work pertaining to a specific grant. However, it is important to verify all Account/Fund information with the Financial Analyst in the Physical Sciences Dean's Office that is assigned to the faculty member before making photocopies if an account other than the General Physics Account is being used. If the photocopy request is for a large quantity of copies, or if the copies are a special order (color copies, special binding is necessary, special cover sheets and/or dividers, etc.) the order can be left with the Physical Sciences Copy Center Manager (a correct Budget Code needs to be provided). You will be contacted when the order is complete.
Proposal Preparation Guidelines There
are
many different agencies that provide funding for research
projects. Although each agency will have it's own packet of proposal
forms
that will need to be completed, there are some forms that will need to
be prepared for every proposal - i.e. the Administrative
Approval Form and the departmental Budget and Budget
Justification Forms. It is VERY important to read the Program Announce to verify all details regarding the proposal preparation and submission. The faculty member applying for the grant funds will have this information. ............................................................................................................................................................................................................................................ The
budget figures on the Administrative
Approval Form match the figures
on the official agency budget forms (i.e. NSF, DOE, NASA, etc.)
Occasionally
the figures on the departmental worksheet/budget forms
prepared by Debbie Bozek will differ slightly from those on the
official forms, but the AA Form must reflect the figures that are
on
the official agency forms, NOT the departmental forms). Departmental Budget Pages - Prepared by Debbie Bozek, Department Administrator. ::
New
proposals usually need to be submitted six to twelve months in
advance
of the proposed start date. ::
Continuation proposals (same funding period, usually 2nd
or 3rd year) need to be submitted approximately NOTE:
The Sponsored
Projects Institutional Information webpage should always
be referred to before preparing a proposal to be sure the proper identification
and institutional information is on all proposal forms that are
being prepared. The
AA Form was revised in June, 2008, and it is available on the ORA
website at http://www.research.uci.edu/ora/forms/
http://www.research.uci.edu/ora/staff.cfm?view_department=spda
.................................................................................................................................................................................... All
proposals must go through
the Physical Sciences Dean's Office, and
then receive the approval of Sponsored
Projects Administration (SPA) before
they are submitted to a funding agency. It
is important to be sure that there is enough time
for the signature process to be completed so that the proposal will
arrive
at the agency on or before the deadline. The signature
process can take 2-4 days to complete because the proposal must
be signed by the following parties: :: Faculty member applying for the funding IMPORTANT:
ALL proposals need to be hand-delivered
to the appropriate Analyst in the Dean's Office and to Sponsored
Projects -
they are NOT to be placed in the Campus Mail or be included in the
daily Dean's Office mail delivery. Hand-delivery of proposals
ensures that the proposal is processed and signed in the most timely
manner (and it avoids the possibility of proposals being misplaced). If
possible, it
is best to submit a completed proposal to the Dean's Office for
signature. However, a proposal can be routed for the
necessary
signatures as long as the following components are completed: :: AA Form .................................................................................................................................................................................... Budgets
are generally prepared by Debbie Bozek,
the Department Chief Administrative Officer, but if she is not
available
and the budget has a deadline for completion, Julie Aird, or the
Financial
Analyst
in the Dean's Office who is assigned to the faculty member can assist
you. It is important to keep the Financial Analyst in the Dean's Office aware of any activity or information regarding the proposal, even after it has been submitted (i.e. budgetary or timeline changes). If you receive information from the agency on the status of your proposal, this information should be forwarded to the Financial Analyst in the Dean' Office. The website below contains UCI forms you will need to prepare a proposal: ....................................................................................................................... It
can be helpful to have a copy of a proposal that was recently submitted
to the particular granting organization (you can get this from
Debbie).
This will help to provide an idea of how a finished proposal
looks. It
is VERY important print the
program announcement which
contains the most current
proposal
guidelines
and forms for each proposal you are preparing. The
faculty
member who is submitting the proposal should have this information. Before
preparing the proposal
packet, it is important to be sure you have ALL of the necessary
forms, and are
working at a pace that will allow you to meet the submission
deadline. Once
the
budget is finalized and the proposal packet is complete
(including the Administrative Approval Form which must
accompany all proposals), it is signed by the following people: :: Faculty Member
(PI)
:: Departmet Chair :: Physical Sciences Dean
The
proposal will be returned to the Administrative Assistant so that
the necessary copies can be made, and the original can be hand-delivered to: 300 University Tower (University Marketplace on Campus Drive). For more details on proposal preparation, visit the Sponsored Projects website, or check with Debbie Bozek. .................................................................................................................................................................................... At this point the proposal is ready for submission to: Sponsored Projects Administration Office NOTE: ONLY APPLIES IF PROPOSAL IS NOT SUBMITTED |